R422--PCAC - Research Survey Database (KLAS) (VA-26-00048989) Saddler/Rhodes

Notice of Intent to Sole Source

This document is a Special Notice announcing the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Digital Health Office's (DHO) intent to award a sole source purchase order to KLAS Enterprises LLC for a Research Survey Database Subscription. The VA requires support for survey administration and analysis of survey results, access to standardized survey questions and industry benchmarks, and evidenced-based materials for healthcare best practices related to the Electronic Health Record (EHR) Modernization.

• Support for survey administration and analysis of survey results for two batches of survey data annually.

• Provision of Government Purpose rights and utilization of a library of standardized survey questions.

• Supply of 4-6 benchmark numbers from Arch Collaborative data for comparison.

• Support for VA-specific and unique questions for EHR Modernization objectives.

• Access for VA personnel to case studies, webinars, and reports on survey topics.

• Annotation of case studies with "Key to Success" and best practice directions.

• Connection of VA Points of Contact with members of the Arch Collaborative.

• This is a sole source award to KLAS Enterprises LLC.

• The procurement is conducted under RFO Part 12 (Acquisition of Commercial Products and Commercial Services) and RFO 6.103 (Other than Full and Open Competition).

• NAICS Code: 519290 (Web Search Portals and All Other Information Services).

• Small Business Administration Size Standard: 1,000 employees.

• This notice is NOT a request for competitive quotes.

• No solicitation document is available.

• Responsible sources believing they can meet the requirements may submit a capability statement, proposal, or quotation.

• Responses must demonstrate capability to meet all requirements detailed in the draft PWS.

• The Government reserves the discretion not to compete the procurement based on responses received.

• Firms must be registered in the System for Award Management (SAM).

• Responses are due by March 25, 2026, 1:00 PM (Eastern Time) via email to michelle.rhodes@va.gov and glenn.saddler@va.gov.

• All correspondence must be directed to both the Contracting Officer (CO) and Contract Specialist (CS) via email.

• A Draft PWS is attached to this notice.

Performance Work Statement (PWS)

To provide support services and domain expertise for administering Clinical End-User Experience surveys, offering access to standardized experience questions and industry benchmarks for comparative analysis, and providing evidenced-based materials for healthcare best practices related to the Electronic Health Record (EHR) transition.

• Administer Clinical End-User Experience surveys twice annually.

• Provide access to a library of standardized survey questions and industry benchmarks (e.g., Arch Collaborative data).

• Analyze survey results and provide formal presentations and actionable recommendations.

• Support VA-specific survey questions.

• Provide VA personnel access to case studies, webinars, and reports on best practices, annotating them with Key to Success.

• Facilitate connections between VA points of contact and the Arch Collaborative.

• Deliverables must meet quality standards and be submitted on schedule.

• Contractor personnel must possess expert knowledge in Surveys, Analytics, and Data Management within a healthcare setting.

• Performance will be assessed using a Quality Assurance Surveillance Plan (QASP).

• Performance Period: 12 months from award, with four (4) twelve-month option periods.

• Place of Performance: Contractor site.

• Travel: Not anticipated.

• A Business Associate Agreement (BAA) is required due to potential access to Protected Health Information (PHI).

• Contractor personnel require specific background investigations (Tier 1/Low Risk, Tier 2/Moderate Risk, or Tier 4/High Risk depending on task).

• Strict adherence to VA security, privacy, and data handling requirements (e.g., FISMA, HIPAA, FIPS, NIST standards, HSPD-12).

• All deliverables must be in electronic, text-editable format.

• Contractor must comply with Section 508 accessibility standards for all electronic and information technology.